Rental Statuses
The rental lifecycle from pending through returned, including the conflict warning at accept
Rental Statuses
Every rental moves through a lifecycle from the moment it is created to the moment the gear comes back. Each status tells you exactly where a rental stands.
The lifecycle
| Status | What it means |
|---|---|
| Pending | New rental, not yet reviewed. Gear is not committed to this rental. |
| Accepted | You have confirmed this rental. Gear is counted as committed on those dates. |
| Prepped | Gear has been pulled and staged for pickup. |
| Picked up | Customer has the gear. |
| Returned | Gear is back. Rental is complete. |
| Rejected | You declined the rental request. |
| Cancelled | The rental was cancelled after being accepted. |
Moving a rental forward
Open any rental to see the action buttons for the current status. The typical flow:
- Review the rental and click Accept (or Reject to decline).
- When gear is ready to go, click Mark as prepped.
- When the customer picks up, click Mark as picked up.
- When the gear comes back, click Mark as returned.
Conflict warning at accept time
When you click Accept, HotCrate runs a live availability check. If any item in this rental is now overbooked against other accepted rentals for the same dates, a Cannot Accept - Items Unavailable dialog appears.
The dialog shows:
- Which items are overbooked
- How many units are available versus requested
- Which rental is holding those units and for which dates
You have two options:
- Close - go back and resolve the conflict before accepting (adjust quantities or dates on one of the rentals).
- Accept anyway - override the block and accept the rental despite the conflict. This action is logged to the rental's activity record so you have a clear history of the conscious override.
Use "Accept anyway" when you have arranged extra units or have confirmed availability through another channel.
Terminal statuses
Rejected and cancelled rentals are terminal. They do not count against availability and cannot be moved back to an active status through the normal status buttons.
Related
- Creating rentals - availability blocking when the rental is first created
- My Day - daily view of pickups, prep, and returns